Rights management

Rights are closely tied to the hierarchical filing structure. Rights are granted to a user or a group (a group is a collection of users, typically sharing a functional role.) Repository, cabinet, folder and document access is granted to users or groups to allow you to control which users can access different parts of your filing structure.

At the folder and document levels, you can apply granular access controls. This means that you can give one user view rights to a document, another user edit rights to the document, and a third user no rights to the same document. Export and transfer (moving) of folders and documents are also controlled within the rights management framework.

Access rights definitions

Document and folder access rights are controlled by applying the pre-defined sensitivity classes. Sensitivity classes can be re-used as often as necessary. Different types of access rights are available for a user or a group at the folder or document level.

• None

  The user cannot see a folder or document within the file structure.

• Preview

  The user can preview a folder or document using the built-in preview feature, but cannot print or send emails.

• View

  The user can view a folder or document using the associated application.

• Create

  The user can create a new folder or document using the associated application.

• Edit

  The user can edit a folder or document using the associated application.

• Delete

  The user can delete a folder or document using the associated application.

• Lock

  The user can lock a folder or document, so that other users/groups cannot edit or delete it.

These rights are granular because you can select which specific rights to grant to a user for a folder or document. For example, you can give create rights to a user who only does scanning, but no other rights. This user can scan documents into the system but is not able to log in and see anything in the system.

Export rights

You can grant a user the right to export folder information or documents. You can set the following export rights.

• None

  The user cannot export folder index information or the contents (documents).

• Index

  The user can export folder index information, but not the contents.

• Contents

  The user can export folder index information and the contents.

Transfer rights

Also, you can grant a user rights to transfer folder information or documents. You can set the following transfer rights.

• None

  The user cannot copy or move a folder to a compatible cabinet.

• Copy

  The user can copy a folder to a compatible cabinet, but cannot move a folder to a compatible cabinet.

• Move

  The user can copy and move a folder to a compatible cabinet.